Structure of the import file for journal entries

Structure of the import file for journal entries

This article describes the file structure used to import accounting entries. For the procedure, see Importing Accounting Entries . To understand the processing rules, see Rules and Behaviors for Importing Entries .

General rules

  • The file must be in .xlsx or .csv format.
  • For CSV files, use the semicolon separator ( ; ).
  • The order of the columns must be strictly respected.
  • The expected columns must be present, even if some values are empty.
  • For Excel files (.xlsx), only the first sheet is used during import.

Column structure

The columns must be in the following order:
  • Column 1 - Date: date of writing (dd.mm.yyyy)
  • Column 2 - Part Number: part number
  • Column 3 - Label: description of the handwriting
  • Column 4 - Debit account: debited account
  • Column 5 - Credit account: account credited
  • Column 6 - Amount: amount
  • Column 7 - Journal: journal code (optional)
    Accepted codes:
    • d: Miscellaneous
    • s: Salaries
    • a: Purchases
    • v: Sales
    • i: Inventories
    • m: Depreciation
    • o: Initial balances
    • b: Looping
    • x: To be reversed (transients)
  • Column 8 - Exchange rates: exchange rates
  • Column 9 - Amount in foreign currency: amount in foreign currency
  • Column 10 - VAT Rate: VAT rate
  • Column 11 - VAT Amount: VAT amount
  • Column 12 - VAT Account: d (debit) or c (credit)
  • Column 13 - VAT Type: type (1 to 4)
  • Column 14 - VAT Method: 1=gross, 2=net
  • Column 15 - Portion subject to VAT: portion subject to VAT (%)
  • Column 16 - Currency code: not used during import
  • Column 17 - Currency quantity: quantity in foreign currency (0 if not used)
  • Column 18 - Comment: not used during import
  • Column 19 - Analytical account: not currently available
  • Column 20 - VAT Code: allows you to force the application of a specific VAT code or number (e.g. <vt_code=xxx> or <vt_number=xxx>)

Minimum expected structure

Depending on the type of entries to be imported, not all columns are necessary.
  1. Simple entries: use columns 1 to 6 or 1 to 7.
  2. Entries with foreign currency: use columns 1 to 9.
  3. Account entries with VAT: use columns 1 to 20.

Foreign currency

The currency is automatically determined from the accounts used in the entry. Columns 8 and 9 must be completed for entries in foreign currency.

Points to consider

  • The order of the columns is crucial: a misalignment will cause import errors.
  • The required columns must be present even if they are empty.
  • The import process does not detect duplicates.

CSV file examples

Example - Accounting entry without VAT
Date; Part Number; Description; Debit Account; Credit Account; Amount; Journal
13.04.2026;1001;Supplier invoice;4000;2000;1500;a

Example - Common cases (VAT, foreign currency, VAT code)
Date; Document Number; Description; Debit Account; Credit Account; Amount; Journal; Exchange Rate; Amount in Foreign Currency; VAT Rate; VAT Amount; VAT Account; VAT Type; VAT Method; Portion Subject to VAT; Currency Code; Quantity in Foreign Currency; Comment; Analytical Account; VAT Code
13.04.2026;C-001;Entry without VAT;2000;1000;100;a;;;;;;;;;;;;;
14.04.2026;B1-001;Purchases with VAT;4000;1020;205.2;a;;;2.6;5.2;d;;;;;;;;
15.04.2026;B1-002;Sales with VAT;1020;3200;2162;v;;;8.1;162;c;;;;;;;;
16.04.2026;B2-002;Sale in foreign currency with VAT code;1040;3600;95;v;0.95;100;;;c;;;;;;;;<vt_number=220>
17.04.2026;Closing-01;Reversal of social security contributions;5700;2300;5000;x;;;;;;;;;;;;;

Info
The line dated 15.04.2026 illustrates a VAT entry. The VAT rate (column 10), the VAT amount (column 11) and the VAT account (column 12) are sufficient.
The line from 16.04.2026 illustrates the use of a forced VAT figure (<vt_number=220>) with an entry in foreign currency.
The line from 17.04.2026 illustrates the use of journal "x" for reversal entries.